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HomeMy WebLinkAboutRules of Procedure Change 19881onpoLxAVENUE ^ po.BOX o* CAPE uAwAvsnAL, FLomoAxcozo /cLEp*owc aos 783-1 100 TO: CITY MANAGER, L[O NICHOLA5 FRUM; PARKS �: RECREATION DIRECTOR, QAQCY HANISDN RE: ADVISORY BOARD RULES OF PROCEDURE DATE: �IARCH 8, 1988 By unanimous vote at the Rmrch 7th meeting, the Recreation BoarJ passed a motion to repeal the existing Rules of Procedure and adopt the proposed Rules of Procedure in its entirety, State of Florida Room 2105, The Capitol • P.O. Box 6 • Tallahassee, Florida 32302-0006 • (904) 488-7864 February 8, 1988 Ms. Janet S. Leeser City Clerk City of Cape Canaveral Post Office Box 326 Cape Canaveral, FL 32920 Dear Ms. Leeser: Mark Herron 0,a,mm Bonnie J. Williams rxeciawpiiector Jimmy D. Barr Richard A. Gilbert John P. Hall, Jr. Karen M. Margulies Karen S. Matteson Maria Elena Prio Frederick B. Tygart Scott G. Williams In response to our telephone conversation today, enclosed is the letter we discussed relative to the applicability of the financial disclosure law to members of the Cape Canaveral Recreation Board. Inasmuch as Board members are subject to the requirement of filing annual statements of financial interests, please provide our office with the names and addresses of members serving as of December 31, 1987 for inclusion on the mailing list. In regard to your question concerning the filing status of the Beautification and Library Boards, members are not required to file financial disclosure. Please let me know if you have any questions. Sincerely, Shirley A. Taylor Financial Disclosure Coordinator Enclosure 1 " State of orida Room 2105, 2105, The Capitol • P.O. Box 6 • Tallahassee, Florida 32302-0006 • (904) 488-7864 December 17, 1987 M. Janet S. Leeser City Clerk City of Cape Canaveral P. 0. Box 326 Cape Canaveral, FL 32920 Dear Ms. Leeser: MarkHerron Chairm Bonnie J. Wlliarns Lnecw.1,0,0tor Jimmy D. Barr Richard A. Gilbert John P. Hall, Jr. Karen M. Margulies Karen S. Matteson Maria Elena 1'rio Frederick B. Tygart Scott C. Williams In response to your letter dated November 16, 1987 relative to the Cape Canaveral Recreation Board, our files indicate that staff of this Co ission previously determined members of that hoard to he within the purview of the disclosure law because the Board's duties cio not appear to be strictly advisory. I note, for example, that it has "the authority, power and responsibility for all public recreational facilities, equipment and activities within the City of Cape Canaveral" and the "power, authority and responsibility to make rules and regulations affecting these facilities and activities," rather than merely advising the City Council on these matters. Similarly, the mandate that the Board "perform all acts necessary to acquire and develop recreational areas and conduct programs" and "make contracts and leases for facilities and services" is not an advisory function, even though such activities subsequently may he ratified by the City Council. Other examples of non -advisory resposibilities, in our view, are the power to "contract for i.r:o2essional outside assistance" and "to improve, to drain, to plant, and to erect such buildings as may he needed." Should you disagree with the staff's determination of the Board's 1A:atuE, any Board member may seek a legally hinding opinion from the Ccmnission itself under provisions of Section 112.322(2), Florida Statutes. :o not hesitate to contact me if you have any questions. Si cerely, Bonnie J. Williams Executive Director RULES OF PROCEDURE OF THE RECREATION BOARD OF THE CITY OF CAPE CANAVERAL, FLORIDA ARTICLE I This organization shall be known as the CAPE CANAVERAL RECREATION BOARD. ARTICLE II A. MEMBERSHIP 1. Each member shall serve for two (2) years without compensation or gratuities. 2. New applicants for membership must be by a majority vote approved by existing Board members before recommendation is made to the City Council for appointment. 3. The officers of the Board shall be a Chairman, Chairman Pro Tem and a Secretary Each officer shall hold office for one (1) year from the date of appointment or until his successor has been duly elected. 4. The Chairman of the Board, Chairman Pro Tem and Secretary/ will be elected annually by the members of the Board at the first meeting after November 1 of each year. 5. Any member missing three (3) consecutive meetings, or 50% of the meetings in a ninety (90) day period without due notification to the Board may be automatically dropped from the Board with Council approval. B. COUNCILMAN'S ROLE 1. Council Member in charge of Parks and Recreation is an Ex-Officio member of the Board as well as advisor. He will not have voting rights. AMENDMENTS 1. These Rules of Procedure may be amended by two-thirds vote of the appointed board members at any official meeting upon Council approval. PAGE. 1 OF 5 ATTACHMENT TO RESOLUTION NO, 82-51 ARTICLE III A. BOARD OBJECTIVES The objectives of this Board shall be: 1. To provide a well rounded, coordinated recreation program and facilities for citizens of the City of Cape Canaveral. . 2. To serve as a coordinator and advisory group for all recreation programs and facilities utilized in the City of Cape Canaveral. 3. To advise, coordinate, organize and work with all recreation groups in the City of Cape Canaveral. 4. To plan and recommend measures for maximum development and utilization of existing and future recreational facilities. 5. To develop long range plans for Cape Canaveral recreational programs and facilities. 6. To develop and recommend standards for recreation programs to the City Council.and to officially organize City -of—Cape-Canaveral recreation groups. 7. To plan in conjunction with Brevard County Recreation Board and/or any of its districts officially organized Cape Canaveral recreation groups for recreational sites to provide for future population and to recommend plans for the development and utilization of such sites. 8. To keep citizens of Cape Canaveral informed on all facts of plans •and programs. ARTICLE IV A. MEETINGS 1. All meetings of the Board shall be open to interested parties and a notice of such meetings shall be posted on the Bulletin Board at City Hall at least 24 hours prior to the meeting. The Board may hold speci.:1 or emergency meetings as PAGE 2 OF 5 ATTACHMENT TO RESOLUTION NO. 82-51 called by the Chairman, however, each member of the Board shall be entitled to at least one (1) days notice of any special meeting of the Board. 2. The Board Secretary shall keep accurate minutes of all Board Meetings. 3. Regular meetings shall be held at least six times per year, on the fourth Monday (of every other month) at 5:00 P.M. 4. The Board must have a quorum (majority) present to transact any business at any regular or special meeting. Each and every action taken and every decision rendered must be approved by at least a majority of members present at the meeting. 5. The meetings shall be held at the Recreation Complex or such other place as the Board may deem appropriate. B. AUTHORITY 1. The Board shall have the authority, power and responsibility for all public recreational facilities, equipment and activities within the City of Cape Canaveral. 2. The Board shall have the power, authority and responsibility to make rules and regulations affecting .these facilities and activities. Such rules and regulations are subject to review and approval by the City Council: 3. The Board, subject to the approval of the City Council, may spend, for the purpose described herein, monies which have or will be budgeted to them. 4. No member of the Board, either directly or indirectly, shall have a vested or monetary interest in any matter requiring a Board decision or expenditure of Board funds. 5. Pursuant to City Code Chapter No. 255, the Recreation Department Director has continuing authority to expend recreation monies upon those items which are for the benefit of the Recreation Complex in accordance with the City Purchasing Policies. ARTICLE V A. DUTIES OF OFFICERS 1. The duties of the officers shall be common to the office held. PAGE 3 OF 5- ATTACHMENT TO RESOLUTION NO. 82-.1 2. The Chairman of the Board shall act as presiding r officer of the Board. 3. The Chairman Pro-Tem of the Board shall act for the Chairman during his or her absence. 4. The Secretary will be responsible for keeping an accurate record of the business of the organization and for notification of all meetings to those who should receive it. He or she shall perform other duties referred to him or her from time to time by the Chairman. 5. In all meetings of the Board, "Roberts Rules of Order", Revised Edition, shall apply. 6. No salary is authorized or contemplated for Board members. All members shall serve on the Board as an expression of public service and dedication. 7. Bids received for services, equiprnent or facilities shall be evaluated, weighed and recommendations for award will be forwarded to the City Council. 8. The Secretary shall prepare necessary press releases and shall secure the approval of the Chairman before the release is made to the press. All press releases on recreation plans, projects, rules, regulations, facilities, expenditures of funds, etc., on matters bearing on the responsibility and/or authority of this Board shall be in accordance with these Rules of Procedure and Ordinances of the City of Cape Canaveral. 9. This Board shall, at least once yearly or as agreed by the Board, inform the population through local news media of its plans, projects, and activities agenda for the following fiscal year. 10. The Board shall: (a) Perform all acts necessary to acquire and and develop recreational areas and conduct programs in . - such areas. (b) Make contracts and leases for facilities and services approved by the City Council. PAGE 4 OF 5 ATTACHMENT TO RESOLUTION NO. 82-51 (c) Establish personnel and employment standards. (d) Contract for professional outside assistance if required through the City Council. (e) Prepare and ubmit an annual budget based on annual appropriations. (f) Accept gifts, donations and subsidies. (g) The Board shall have the power to improve, to drain, to plant and to erect such buildings as may be needed (within budgetary appropriations). (h) The term "recreational area" includes all parts, squares and areas of land within the management of the Board; all buildings, structures, improvements, seats, tables benches, fountains, boats, floats, walks, drives, roads, trees, plants, herbages, flowers, animals, and all things thereon and enclosures of the same and all. shade trees on streets or thoroughfares, resting places, watering stations, playgrounds, parade grounds and the like. All subject to Council approval. PAGE 5 OF 5 ATTACHMENT TO RESOLUTION NO, 82,51 RULES OF PROCEDURE OF THE PARKS AND RECREATION ADVISORY BOARD OF THE CITY OF CAPE CANAV[RAL, FLORIDA ARTICLE I This organization shall be Known as the CAPE CANAVERAL PARKS ANU RECREATION ADVI50RY BOARD. ARTICLE II A. BOARD OBJECTIVES - The objectives of this Board shall be: 1. Tn promote and encourage a well rounded, coordinated recreatinn program and facilities For citizens of the City of' Cape Canaveral. 2. To serve as o coordinator and advisory group for all recreation programs and facilities utilized in the City of Cope Canaveral. 3. To advise, coordinate, organize and work with all recreation groups in the City of Cape Canaverol, 4, To plan ond recommend measures for maximum development and utilization of ixisting and future recreation facilities. 5. To Jeuolope long range plans For Cape Canaveral recreation programs and facilities. 6. To dovaloQe and recommend standards for recreation programs to the City Council. ?. To keep citizens of Cape Canaveral informed on all facts of plans and programs. ARTICLE III A. MEMO[R5HIP 1. Membership shall consist of seven (7\ members and two /2\ alternate members. ' � 2. Nombors of the Boord,and alternate members, shall be reaiJento of the City for at least 12 months immediately proroding appointment. 3. Each member shall serve without compensation or gratuities. It. Each member of the Board, and alternate members, shall serve a term of two (2) years. The terms shall expire in the month of October of each year. 5. Vacancies on the Board 000uring otherwise than by ex- piration of terms shall be Filled by recommendations of the Board to the Council. 6. Alternate members shall have voting rights only in the absence of regular member /o\, 7. Any member missing two (2) consecutive meeting without due notifiootion to the Board may be automatically dropped from the Board with Council approval~ A. OFFICERS _^-__ 1, The office of the Board shall b� Ch�irmon Uio� rm�n and Secretary. ' - Ch�� 2. The officers shall be elected from the Board's own members annually at their regular meeting in November. 3. Terms of office shall be one /1\ year. ` / 8, COUNCILMAN'S ROLE � � Recreation rCounoil Member, whose area of interest i� parks and oet�on is �n ex-ofFioio member of the Roo J n advisor. He will not have voting righta^ as melI e� C, PARKS AND RECREATION _D_IRE_CTOR'S ROLE The Parks and Recreation Director- - officio member of the Romrd shall b� �n e*_ . H o m�lI not have voting rights. ARTICLE IV `- ARTICLE V - . A. DUTIES_OF OFFICERS 1. The duties of the offi office heId, cera aahII be common to the 3. The Chariman of the Board shall act as presidi officer of the Board, ng Chairman The Vice -Chairman of the Board shall act for the during his or her absence. 4. The Secretary will be responsible for keeping accurate record of the business of the organization., �» 5.. Officers aahllPerform other duties referred to him�r from tmn 4 or ho ma by the AMENDMENTS vote1.Thaae Rules of Procedure may be amended by two-thirds of the appointed Board members at any official - �i upon Council approval, m�e ng ARTICLE VI -` _ A. MEETINGS per Regular meetings shall be hold at least six times year, on the fourth Monday (of' every other month) �t 5;OU p m 2. The Board must have m quorum ma'� ^ ` /Jor�t transact any business at any regular or o y/ present to and every action taken and every deoisio�Poo1oI meeting. Each approved by at least a majority o� members rendered must be � meeting, � u ro present �t the 3. The Board may hold special or emergency meetings ce �ll�ediUy�thenChairman, however, member of the Board shall meeting of tl- --��~�~^ "'/= \// uuyo notice of any special no --. 4.Inall meetings of the Roard, "Roberts Rules of Order,"Revis ed Edition, shall apply. 5. The meetings shall be held at the RecreationCentor such other place as the Board may deem a�n �r appropriate. � d 6. All meetings OF the Board shall be open to the pu bli bn � notice of such meeting shall be pooted un tho bu��� �ic ouor at City HmIl at least 24 hours prior to the meetn �ng. ARTTCLF VII ^ -� . ' RULES OF PROCEDURE CAPE CANAVERAL RECREATION BOARD SECTION 1. MEMBERSHIP The Recreation Board shall consist of seven (7) regular members and two (2) alternate members. All Board members shall be residents of the City for at least 12 months immediately pre- ceding their appointment. Alternate members shall have voting rights only in the absence of regular member(s). All members shall be appointed by the City Council. The Recreation Director, and the Council Member who has Parks and Recreation as their area of interest, shall be ex-officio members of the Board. They shall not have voting rights. SECTION 2. OFFICERS Officers of the Board shall be a Chairman, Vice -Chairman and Secretary. Officers shall be elected at the November meeting, for a term of one year. Any vacancy in office shall be filled at the next regular meeting of the Board after the vacancy occurs. The Chairman shall preside at all meetings of the Board, prepare the agenda in consultation with the Recreation Director, appoint committees and serve as an ex-officio member of all committees. The Vice -Chairman shall preside at meetings in the absence of the Chairman and shall perform any other duties designated by the Chairman. The Secretary shall perform the duties ordinarily performed by a secretary, and record minutes of the Board meetings in accor- dance with Section 5. SECTION 3. MEETINGS Regular meetings of the Recreation Board shall be held at least six times per year, at a time and place determined by the Board, and shall be open to the public. Special meetings may be called by the Chairman, pending notification of all members. A quorum for transaction of business shall consist of a simple majority. All offical actions of the Board must be by a majority vote of the regular members present (or alternate members, in the absence of regular members). SECTION 4. ORDER OF BUSINESS Robert's Rules of Order, latest revised edition, shall govern the parliamentary procedure of the Board. SECTION 5. MINUTES The Secretary of the Recreation Board shall keep minutes of the Board's meetings. A copy of the minutes of all meetings of the Board shall be submitted to the City Clerk. SECTION 6. DUTIES OF THE BOARD The Recreation Board of the City of Cape Canaveral shall operate in an advisory capacity of the City Council. No ruling, decision, or recommendation of this Board shall be binding upon the Council. The Board shall plan and propose to the City Council such recreation programs as they deem desirable and feasible. SECTION 7. ATTENDANCE If a member misses two (2) out of three (3) consecutive regular meetings without cause and without prior approval of the Chairman, the Board shall declare the member's office vacant. The vacancy on the Board shall be filled by appointment of the City Council. SECTION 8. AMENDMENTS These Rules of Procedure may be amended at any regular meet- ing of the Board with a quorum present, by a majority vote of the members present. APPROVED this day of 1988. Attest: Secretary Chairman